United States of America: Travel Coordinator

Overview

Under the overall direction of the Senior Manager of the Supply Chain Team, the MSH Senior Procurement Analyst is responsible for supporting MSH’s Travel Program including analysis of processes and technology related to business travel with the objective of making the program more efficient and effective. This individual will oversee the corporate relationship with MSH’s off-site travel service agency, Atlas Travel. This includes taking part in maintaining relationships with key suppliers in an effort to establish corporate rates while administering and communication MSH’s travel related policies and procedures. The MSH Senior Procurement Analyst is aware of, and adheres to, MSH’s Code of Business Ethics and Conduct.

Specific Responsibilities

Oversee coordination of the travel program, procurement and technology at MSH (70%)

(The actions below will mainly take place with MSH purchasing system, ProActis)

• Oversee the process for documentation of the budgetary and donor (when applicable) approval for travel, documenting the purchase of travel and oversight of the reconciliation process for the travel purchases.
• Manage and design the automation of the above processes preferably within the ProActis system.
• In coordination with MSH’s Accounting department, ensure the expense reimbursement system Concur and process is both efficient and effective for MSH travellers.
• Oversee the relationship with MSH’s travel agency, Atlas Travel, and oversee the work of any seconded travel staff to MSH. When necessary, educate the agency on MSH’s Business Travel Policy and related procedures.
• Coordinate and implement vendor relationships including support of negotiating hotel direct billing rates/agreements and preferred airline agreements.
• Provide customer service to MSH travellers to address travel related issues outside the scope of the agency.
• Procurement of Goods and Commercial Services in compliance with MSH procurement policy, purchasing procedures and donor regulations.
• Receive Purchase Requests and create Purchase Orders, track status of procurement actions, and provide on-going feedback to project and office staff on next steps. Continue tracking throughout the process, up to and including delivery of goods to final destination.
• Prepare documents such as Request for Quotations (RFQs) and complete terms and conditions, email RFQs to vendors, track receipt of quotes/proposals, analyze quotes/proposals, select vendors, develop purchase orders/contracts, and ensure written prior approval is received from the donor when required prior to making a purchase.

Training of MSH Staff (10%)

• Provide training to MSH staff regarding MSH Business Travel Policy and all related SOPs.
• Develop training material for in-person, online and other training formats.
• Complete the mentoring process for country staff receiving procurement delegation.
• Provide ongoing training, support and monitoring of delegated procurement functions for assigned countries

Provide Oversight and administration of all MSH travel related policies and procedures (20%)

• In coordination with compliance SMEs and policy writers, coordinate the implementation of a MSH Business Travel Policy; assist in the development of standard operating procedures for hotel, travel and conference bookings, the expense reimbursement program, and other related SOPs.
• Monitor compliance with the MSH Business Travel Policy and Procedures.
• Represent the Supply Chain Team on any operational team meetings for assigned countries.
• Conduct spot checking and inventory monitoring.

Qualifications and Experience

Education

Minimum

• Bachelor's Degree

Experience

Minimum

• 3 years' experience

Knowledge and Skills

• Detail oriented. Good organizational skills; ability to work under pressure and juggle multiple priorities.
• Ability to work independently
• Experience in administration of complicated processes
• Good writing and communications skills and ability to work with people at all levels
• Negotiation skills

Competencies

• Knowledge of donor travel and Procurement regulations, including FAR, AIDAR and the Federal Travel Regulations is preferred.
• Demonstrated knowledge and experience in automated purchasing systems, specifically Proactis.

Physical Demands

• Keyboard use, International travel may be required.

Background Information

Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

EEO Statement

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

https://jobs-msh.icims.com/jobs/9726/senior-procurement-analyst/job